Section III:6 System Implementation 177

1 Section III:6 System Implementation177 NYS Project Management Guidebook6 System IMPLEMENTATIONP urposeThe purpose of System Implementationcan be summarized asfollows: making the new System available to a prepared set ofusers (the deployment), and positioning on-going support andmaintenance of the System within the Performing Organization(the transition). At a finer level of detail, deploying the systemconsists of executing all steps necessary to educate theConsumers on the use of the new System , placing the newlydeveloped System into production, confirming that all datarequired at the start of operations is available and accurate, andvalidating that business functions that interact with the systemare functioning properly.

2 Transitioning the System supportresponsibilities involves changing from a System developmenttoa System support and maintenancemode of operation, withownership of the new System moving from the Project Team tothe Performing key difference between System Implementation and all otherphases of the lifecycle is that all project activities up to thispoint have been performed in safe, protected, and secure envi-ronments, where project issues that arise have little or noimpact on day-to-day business operations. Once the systemgoes live, however, this is no longer the case.

3 Any miscues atthis point will almost certainly translate into direct operationaland/or financial impacts on the Performing Organization. It isthrough the careful planning, execution, and management ofSystem Implementation activities that the Project Team canminimize the likelihood of these occurrences, and determineappropriate contingency plans in the event of a of Processes This phase consists of the following processes: Prepare for System Implementation , where all stepsneeded in advance of actually deploying the application areperformed, including preparation of both the productionenvironment and the Consumer communities.

4 Deploy System , where the full deployment plan, initiallydeveloped during System Design and evolved throughoutsubsequent lifecycle phases, is executed and validated. Transition to Performing Organization,where responsi-bility for and ownership of the application are transitionedfrom the Project Team to the unit in the PerformingOrganization that will provide System support and following chart illustrates all of the processes and deliver-ables of this phase in the context of the System III:6 System ImplementationNYS Project Management GuidebookSection III.

5 6 System Implementation179 NYS Project Management GuidebookFigure 6-1 Prepare for System AcceptanceValidate Data Initialization and ConversionTest, Identify, Evaluate, React (TIER)Refine SupportingMaterialsPrepare for System ImplementationDeploySystemTransition toPerforming OrganizationSystem AcceptanceSystem ImplementationRevised User/Training MaterialsRevised technical DocumentationAcceptanceTest ResultsData ValidationResultsFigure 6-2 List of DeliverablesThe following table lists all System Implementation processes,some techniques available for use in executing these processes,and process outcomes and of RolesThe following roles are involved in carrying out the processesof this phase.

6 Detailed descriptions of these roles can be foundin the Introductions to Sections I and III. Project Manager Project Sponsor Business Analyst Data/Process Modeler technical Lead/Architect Application Developers Software Quality Assurance (SQA) Lead technical services (HW/SW, LAN/WAN, TelCom) Information Security Officer (ISO) technical Support (Help Desk, Documentation, Trainers) Customer Decision-Maker Customer Representative Consumer Performing Organization StakeholdersProcessesTechniquesProcess Deliverables (Outcomes)Prepare for SystemInterviewsEstablished Team andImplementationDistribution of MaterialsEnvironment for Coordination of Training LogisticsSystem Implementation Deploy SystemTraining SessionsMigrated and InitializedManual Business OperationsData Parallel OperationsOperational SystemTransition to Training SessionsOwnership of System byPerformingPhased OwnershipPerforming Organization Organization180 Section III:6 System ImplementationNYS Project Management GuidebookSection III.

7 6 System Implementation181 NYS Project Management FOR System IMPLEMENTATIONP urposeThe purpose of Prepare for System Implementationis totake all possible steps to ensure that the upcoming systemdeployment and transition occurs smoothly, efficiently, the Implementation of any new System , it is nec-essary to ensure that the Consumer community isbest positioned to utilize the System once deploy-ment efforts have been validated. Therefore, allnecessary training activities must be scheduledand coordinated. As this training is often the firstexposure to the System for many individuals, itshould be conducted as professionally and compe-tently as possible.

8 A positive training experience isa great first step towards Customer acceptance ofthe System Implementation it is essential thateveryone involved be absolutely synchronized withthe deployment plan and with each other. Often theperformance of deployment efforts impacts manyof the Performing Organization s normal businessoperations. Examples of these impacts include: Consumers may experience a period of time in which thesystems that they depend on to perform their jobs are temporarily unavailable to them. They may be asked tomaintain detailed manual records or logs of business functions that they perform to be entered into the new System once it is operational.

9 technical services personnel may be required to assumesignificant Implementation responsibilities while at thesame time having to continue current levels of service onother critical business systems. technical Support personnel may experience unusuallyhigh volumes of support requests due to the possible disruption of day-to-day Project Manager Project Sponsor Business Analyst Data/Process Modeler technical Lead/Architect SQA Lead technical services Information Security Officer technical Support Customer Decision-Maker Customer Representative Consumer Performing Organization Stakeholders182 Section III.

10 6 System ImplementationNYS Project Management GuidebookBecause of these and other impacts, the communication ofplanned deployment activities to all parties involved in the proj-ect is critical. A smooth deployment requires strong leadership,planning, and communications. By this point in the project life-cycle, the team will have spent countless hours devising andrefining the steps to be followed. During this preparationprocess the Project Manager must verify that all conditions thatmust be met prior to initiating deployment activities have beenmet, and that the final green light is on for the team to final process within the System Development Lifecycle is totransition ownership of the System support responsibilities tothe Performing Organization.